Last updated on Jun 29, 2024

You're facing a sudden shift in project scope. How do you ensure stakeholder trust remains intact?

Navigating a sudden shift in project scope can be a daunting challenge in system development. This unexpected change can cause confusion, delay timelines, and potentially strain relationships with stakeholders. However, if you handle the situation with transparency, adaptability, and a clear communication strategy, you can maintain, and even strengthen, stakeholder trust. The key is to engage stakeholders throughout the process, ensuring they understand the reasons for the change and how it impacts the project's objectives and deliverables. Your ability to manage scope shifts effectively is not just about technical prowess but also about your skill in project management and communication.

1 Assess Impact

When the project scope changes, the first step is to thoroughly assess the impact on the project's timeline, resources, and deliverables. You need to analyze the adjustments needed and how they will affect the overall project plan. This involves revisiting your project documentation, such as the work breakdown structure (WBS) and the project schedule, to identify areas that require modification. It's essential to quantify the changes in terms of additional time, costs, or resources needed. This information is crucial for transparent discussions with stakeholders and helps set realistic expectations moving forward.

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Mariluz Llanes Font

Profesora | Investigadora |Consultora: Transformación Digital | Calidad 4.0 y Procesos Inteligentes | Administración Pública y Cuarta Revolución Industrial | Gobierno Digital e Inteligente
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El alcance del proyecto es determinado por el cliente del proyecto, es decir cuando cambia es porque este solicita la modificación o la inclusión de nuevos requisitos. De manera que este cambio requiere del análisis por parte del equipo de proyecto del impacto que tendrá el plan del proyecto inicial. Habrá que analizar cómo se afecta el cronograma, el presupuesto , las desagregación de las tareas, los suministros planificados, entre otras partes que integran el sistema del proyecto diseñado. Una vez que se defina ese impacto deberá convocarse a una reunión con las partes interesadas pertinentes para ofrecer detalles de la evaluación realizada y acordar los nuevos términos que se requerirán para cumplir con lo acordado con el cliente.

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2 Communicate Early

Once you have a grasp of the impact, it's critical to communicate with stakeholders as early as possible. Open and honest communication is the cornerstone of maintaining trust. Explain the situation, the reasons behind the scope change, and how you plan to address it. Use clear and non-technical language to ensure all stakeholders can follow along. Encourage questions and feedback to foster a collaborative environment. By involving stakeholders at this stage, you show respect for their investment in the project and demonstrate your commitment to finding the best path forward.

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3 Update Plans

With a clear understanding of the impact and having communicated with stakeholders, it's time to update your project plans. This includes revising the project schedule, budget, and any related documents that outline the project's path to completion. It's essential that these updates reflect the new scope and are aligned with stakeholder expectations. Ensure that all team members are aware of these changes and understand their roles in implementing them. This step reinforces your commitment to transparency and demonstrates your ability to adapt to new challenges.

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Mariluz Llanes Font

Profesora | Investigadora |Consultora: Transformación Digital | Calidad 4.0 y Procesos Inteligentes | Administración Pública y Cuarta Revolución Industrial | Gobierno Digital e Inteligente
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Una nueva definición de requisitos originados por los cambios solicitados requerirá una revisión integral de todo el proyecto y en consecuencia será imprescindible reelaborar los planes previstos que incluyen los perfiles del diseño, los servicios y productos, los objetivos de costo, calidad y tiempo entre otros elementos.

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4 Engage Stakeholders

Engagement goes beyond initial communication; it's about involving stakeholders in the decision-making process related to the scope change. Give them a platform to voice their concerns and suggestions. This collaborative approach not only helps in finding better solutions but also strengthens stakeholder buy-in. Regularly update them on progress and any further adjustments that may be necessary. This ongoing dialogue is vital for keeping stakeholders informed and involved, which is integral to maintaining their trust.

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Mariluz Llanes Font

Profesora | Investigadora |Consultora: Transformación Digital | Calidad 4.0 y Procesos Inteligentes | Administración Pública y Cuarta Revolución Industrial | Gobierno Digital e Inteligente
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Involucrar a las partes interesadas pertinentes es esencial en cualquier análisis que se realice porque ellas también determinan el cumplimiento o no de los requisitos pactados con el cliente. Por ejemplo, un cambio de alcance que incluya actividades operacionales que potencialmente impacten negativamente en el medioambiente habrá que revisar con los organismos encargados de establecer y dictar el marco regulatorio relacionado, los riesgos asociados y su magnitud para decidir su aprobación. La gestión de proyectos deberá ser concebida con una visión holística donde cada parte interesada tiene un rol determinado y cualquier cambio requerido habrá que analizar cómo impactará en sus requisitos .

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5 Monitor Progress

After implementing changes, it's important to closely monitor project progress to ensure alignment with the revised scope. Use project management tools and techniques to track milestones and deliverables. If you encounter further deviations from the plan, address them promptly. Regular progress reports to stakeholders will demonstrate your vigilance in managing the project and your dedication to meeting their expectations. This transparency in monitoring and reporting keeps trust intact even when facing project uncertainties.

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6 Adjust Strategies

Finally, be prepared to adjust your strategies as needed. A flexible approach to project management is essential when dealing with scope changes. Be ready to reassess and realign resources, processes, or even project goals if necessary. Stakeholders will appreciate your proactive stance in dealing with challenges and your focus on delivering value, even if it means deviating from the original plan. Your ability to pivot and find innovative solutions will not only help in overcoming immediate obstacles but also build a reputation for resilience and reliability.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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System Development

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You're facing a sudden shift in project scope. How do you ensure stakeholder trust remains intact?

1

2

3

4

5

6

7

1 Assess Impact

2 Communicate Early

3 Update Plans

4 Engage Stakeholders

5 Monitor Progress

6 Adjust Strategies

7 Here’s what else to consider

System Development

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You're facing a sudden shift in project scope. How do you ensure stakeholder trust remains intact?

1

2

3

4

5

6

7

1 Assess Impact

2 Communicate Early

3 Update Plans

4 Engage Stakeholders

5 Monitor Progress

6 Adjust Strategies

7 Here’s what else to consider

System Development

Rate this article

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